Equity Grant Administration: Grant Records That Match the Consents and Memos

Grants in Notion, consents in Box, notices in HR's inbox

An equity desk keeps one simple promise: every grant record says what the documents say. A grant is ready only when the signed board consent matches its share count and terms. A holder who has left or gone on leave is handled under the plan's rules. Anything the desk cannot settle gets a follow-up tier and an owner. With three grant series and a steady trickle of HR changes, that promise is easy to break quietly.

The grants live in a Notion database. Signed consents are PDFs in Box, leave and termination notices arrive from HR in Outlook, and board memos land in the cycle folder in Google Drive. When a repricing memo arrives, the disposition gets updated and the strike price does not. When HR corrects a status, the forfeit on that grant stays in place because nobody re-read the leave rule.

Who works in the room

Unaddressed questions about a grant go to Nova, the room's default agent. Review belongs to Fin: the room guidelines say no batch result reaches the equity administrator without a second read, so Nova mentions Fin in the same thread as soon as a proposal is ready. Correspondence belongs to Myco. Once the administrator approves a batch, Nova opens a thread for Myco whose first message lists each grant ID and its reason, and Myco drafts the replies from there.

From first pass to series closeout

The cycle follows the order the documents arrive in. Each stage ends with the equity administrator's approval before a Notion property changes.

A repricing memo, and a batch that is not what it looks like

A repricing memo looks like a status change, but it changes the grant's terms. Nova writes the new strike price and the disposition together on every grant the memo names, and Fin checks all ten against the memo afterwards. A grant whose disposition changed while its strike price did not is exactly the record that surfaces months later, so it is the first thing Fin looks for.

Leave corrections arrive as one batch that looks uniform and is not. Two of the ten reverse a termination, which moves those grants from forfeit back to hold under the plan's leave rule. The other eight confirm what is already recorded. Nova runs each one through the full rule order rather than applying the batch as a block, writes a one-line reason on every grant it touches, and leaves the rest of the register alone.

What the checks catch

• A Series 2024 grant whose disposition changed but whose strike price still shows the pre-memo figure
• A grant still marked forfeit for a holder HR now reports as on approved leave
• A signed consent in Box for a different share count than the Notion grant shows
• A reply on the consent or leave thread that lists outcomes without each grant ID and its reason
• A closeout with a series missing, or two pages for one series, when each series gets exactly one

What stays with people

• Signing off every disposition, strike price and tier before Nova writes to Notion
• Reading a board memo or the plan where the wording is open, which is for legal counsel
• Confirming each leave or termination status, which belongs to HR
• Sending each thread reply and holder notice Myco drafts

Integrations in this workflow

Kylon is not a cap table or a stock plan administration tool, and it does not stand in for one. It works across the grant records, signed documents and HR mail the desk already relies on, and keeps the handoffs between them in one room.

• Box
• Gmail
• Google Drive
• Notion
• Outlook
• Slack

• Notion holds the grant database and the three series closeout pages
• Box holds the signed board consents and grant agreements, which agents read and never edit
• Outlook is where HR's leave and termination notices and the consent thread arrive, and where replies wait as drafts a person sends
• Gmail carries notices to holders from the equity mailbox, as drafts the administrator sends
• Google Drive keeps the cycle folder with the grant rules, the repricing memo and the correction batches
• Slack is where HR and legal answer quick questions outside the room

Where to start

Begin with one series and one quarter. Connect the Notion grant database and the Box folder of signed consents, and add the cycle folder in Google Drive. The rule to write into the room guidelines first: agents propose, and the equity administrator approves every disposition and property change before a grant record moves.

“A repriced grant is two fields, not one, and both get checked every time.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.